Housekeeping & Consumables Purchase Executive

We are looking for a Housekeeping & Consumables Purchase Executive - (Hospitality Industry) to manage the day-to-day procurement activities for all hotel departments, including Food & Beverage, Housekeeping, Engineering, Front Office, General Stores, and Administration. The ideal candidate will ensure timely procurement of quality materials and services at competitive prices while maintaining strict adherence to purchasing procedures, documentation, and budgetary controls.

Key Responsibilities:

1. Procurement & Coordination

Execute local procurement for consumables, housekeeping supplies, engineering spares, stationery, and admin items as per departmental requisitions.

Source multiple quotations, prepare comparative statements, and issue purchase orders through ERP or manual systems.

Coordinate with user departments to confirm specifications, delivery timelines, and approvals.

Follow up with vendors to ensure timely deliveries, replacements, or returns of rejected goods.

Handle emergency and spot purchases as per operational requirements while ensuring proper documentation.

2. Cost Control & Compliance

Negotiate prices, payment terms, and delivery conditions in line with company policies and approved budgets.

Verify supplier invoices against purchase orders and goods received notes before forwarding for payment.

Ensure all purchases comply with the company's procurement policy and audit requirements.

Liaise with Finance and Stores teams for invoice reconciliation, payment follow-up, and inventory accuracy.

3. Documentation & Reporting

Maintain comprehensive records of enquiries, quotations, purchase orders, and delivery notes.

Track pending orders and prepare periodic purchase status reports.

Update ERP or procurement software with current vendor and purchase information.

Assist during internal and external audits by providing accurate procurement documentation.

Key Skills & Competencies:

Sound knowledge of hospitality procurement categories Engineering, Housekeeping, General Supplies, F&B, and Admin.

Strong negotiation, coordination, and vendor management skills.

Proficiency in MS Office and ERP systems (e.g., SAP, Newgen, Oracle).

Excellent communication, documentation, and follow-up abilities.

Detail-oriented with a focus on timelines, accuracy, and compliance.

Education & Experience:

Graduate in Commerce, Business Administration, Hotel Management, or a related field.

2-3 years of experience in local procurement within the hospitality, facility management, or retailindustry.